UCSD Blink: Obtaining a Cash Advance for Business Travel (Non-UCSD Employee)

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Obtaining a Cash Advance for Business Travel (Non-UCSD Employee)

Summary: Read step-by-step instructions for acquiring a cash advance for non-employees traveling on UCSD business.

In the right place? See instructions for obtaining cash for business travel of a UCSD employee.

What you should do		How to do it
1	Determine the traveler's citizenship.	If the traveler is a U.S. citizen, proceed to step 2. If the traveler is from a foreign country, determine the traveler's visa status. Review the reimbursement requirements for foreign visitors to see if the traveler is eligible for travel expense reimbursement. If the traveler has a B-2 visa or a WT classification, have the traveler complete the Certification of Academic Activity form (PDF).
2	Preauthorize the travel by acquiring an event number, if you have not already done so.	Review background information on Travel Preauthorization. If you have access to TravelLink, complete the Going on a Trip feature to generate an event number. Proceed to step 3. If you do not have access to TravelLink, contact your department business office or administrator.
3	Request a cash advance.	Complete the Request Advance section in TravelLink.
4	Review your request.	You can review the status of your cash advance request at any time on the Event Summary in TravelLink. Cash advances are not issued to the traveler more than 2 weeks before a travel event commences. If an advance is issued as a direct deposit into the traveler's personal bank account, the bank may take up to 72 hours to process the deposit.
5	Reconcile the cash advance.	Use the preferred method, MyTravel, to reconcile a cash advance. It automatically deducts the cash that was advanced when you report expenses. Only if the travel situation is outside the scope of MyTravel, complete a Travel Expense Voucher (TEV) to reconcile a cash advance. List, in the appropriate columns, all of the expenses purchased with the cash advance. List any other travel expenses. List the total of the advance in the Advances and Prepaid Expenses section (box 14).

Questions? Contact UCSD Travel or an individual Travel Team member.

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.